Grants Database Administrative Assistant
Location: Bethel, CT (100% in-office)
Compensation: $65-75k
Position Summary
The Grants Database Administrative Assistant supports the organization’s grants, development, and leadership teams by maintaining accurate grant-related data within the CRM system and providing administrative and reporting support. This role focuses on data entry, tracking, documentation, and coordination to ensure timely grant submissions, compliance, and reporting. The position plays a critical role in ensuring data quality, operational efficiency, and effective communication across departments.
Key Responsibilities
- Maintain accurate and up-to-date grants and funder records in the CRM system, including contacts, proposals, awards, deadlines, and reporting requirements.
- Enter and track grant-related activities, communications, and submissions to ensure complete documentation and compliance.
- Assist with grant pipeline tracking, status updates, and reporting for leadership and development staff.
- Support proposal preparation by organizing attachments, tracking requirements, and maintaining submission calendars.
- Ensure data accuracy and consistency by following established data standards and procedures.
- Run routine reports, dashboards, and mailing lists to support grants management and decision-making.
- Assist with database clean-up, audits, and basic troubleshooting as needed.
- Coordinate with Finance on grant-related transactions, acknowledgments, reconciliations, and invoicing.
- Support leadership and board/committee operations by scheduling meetings, preparing materials, maintaining records, and updating online portals.
- Maintain organized digital and physical grant files.
- Provide administrative support to the development/grants team, including calendar coordination and documentation management.
- Participate in team meetings and support departmental operations as needed.
- Perform additional administrative or data-related duties as assigned.
Qualifications
- Associate degree with at least 2 years of relevant experience required; Bachelor’s degree preferred.
- 3–5 years of experience in database administration, grants administration, development operations, or CRM support.
- Experience with Blackbaud Raiser’s Edge NXT or similar nonprofit CRM systems required; certification a plus.
- Strong organizational skills with the ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
- High attention to detail, discretion, and professionalism.
- Collaborative, dependable, and proactive with a service-oriented mindset